Management Skills
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Transcript of Management Skills
The First step to wisdom is
SILENCE and the Second is
LISTENING
MANAGEMENT SKILLS
Ansaar Qureshi
Management
“Management is the act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively”
What’s Management?
Management is both art and science
It is the art of making people more effective than they would have been
without you.The science is in how you do that
The management skills pyramid
the skills a manager must master to be successful
how management skills build on each other toward success.
Leadership
Self
Management,
Time Management
Motivation, Training & Coaching, Employee Involvement
Plan, Organize, Direct & Control
Basic Management Skills for Beginning Managers
Level 1
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Planning
PlanningPlanning is first & most important step in any management task.
Theo Haimann: planning indicates in advance what is to be done.
Joseph Massie: planning is a process by which a manager looks to future and discovers alternatives.
Kreitner : planning is process coping with uncertainty by formulating a future course of action to achieve specified results
Strategic Planning
Tactical Planning
Operational Planning
Disaster Planning
Succession Planning
Crisis Planning
Compensation Planning
Types of Planning
Characteristics of Planning
Planning is a continuous process.
Planning is an intellectual activity.
Planning is forward looking
Planning is related to objectives.
Planning involves selection among alternatives.
Essentials of Effective Planning
Purpose Philosophy Premise Policies Plans Priorities & PRAYER
Vision Commitment Timelines Objectives Reporting Contingency Change.
Peter Drucker & 6 P’s 7 Essential’s of Good Plan
Organize
Organize
to get the team's work done in the most efficient
and effective mannerOrganize:
teams tasks projects
How to Organize
determine the roles needed
obtain resources and allocate them
to rolesorganize offices and data systems.
assign resources to roles and delegate
authority and responsibility to
them.
assign tasks to the roles
determine best resource (people or equipment) for the
role
It is seldom enough to organize things once
With constant
changes in:Resources
goals
external
factors
reorganize to
adjust for them:
Direct
Direct (Directing is the action step)
Make sure
the goal is clear to everyone
Do they all know
what the goal is?
Do they all know
what their role is in getting team to the goal?
Do they have
everything they need (resources, authority, time, etc.) to do their part?
Pull, don’t Push
Pull • Pull (lead people) by effective
directing• Motivate • Assist and inspire
Push• sit back and give orders
Control
Control or Monitoring
Monitor the work being done
Compare the actual progress to the plan
Verify that the organization is working as you designed
it
Control Tools
Scheduling Tools
•input your schedule and then update progress regularly•highlight changes in the schedule•identify corrective action to take
Financial Controls
•have a budget•The financial reports will let you know how your spending (on people and other resources) matches the plan.
People Controls
•make sure all the people are performing as planned.•If they are not, find and fix the cause
Find and Fix The Cause
Do they not understand the
goal?
Do they not have some resource
or skill they need?
Is the task too big for them and
needs to be modified or
assigned to a different
resource?
Give feedback on how their performance
meets the plan.
When it doesn't, you need to take
corrective action.
Quiz:1. How do you put a giraffe into a refrigerator?
--This question tests whether you tend to do simple things in an overly complicated way.
2. How do you put an elephant into a refrigerator?--This tests your ability to think through the repercussions of your actions.
3. The Lion King is hosting an animal conference, all the animals attend except one. Which animal does not attend?--This tests your memory.
4. There is a river you must cross. But it is inhabited by crocodiles. How do you manage it?This tests whether you learn quickly from your mistakes
Management Skills for Developing Your Team
Level 2
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What’s Motivation
MOTIVATION is a desire to achieve a goal,
combined with the energy to work towards
that goal.
MOTIVATION is the art of getting people to do
what you want them to do because they want
to do it.
What Motivates People
Salary
Working conditions
Benefits
Environment
Achievement
Responsibility
Recognition
Feed back
Learning & growth
External Rewards Internal Rewards
Motivation is everything
You can do the work of two people but you can’t be
two people. Instead, you have to inspire the next
guy down the line and get him to inspire his people.
Performance formula:
Ability*motivation*resources=PERFORMANCE
MotivationThe most fundamental team management skill
your team each individual member of the team
Each team member's motivation needs are different
perform
produce
deliver results you need
Increase motivation of: You can't accomplish your goals, unless your team is motivated to:
Motivating the team requires a different approach from motivating team members. (Motivation Tips)
Don’t be a de-motivator
Your greatest resource is your people
Keep the flame alive
Actively listen to your employees
People are not mushrooms
Get your people involved
Training and Coaching
It is unlikely that you will ever manage a team where everyone is adequately trained.
It is even more unlikely that you will have a team that never needs coaching.
Identify the training needs of your team members and be able to get that training for them.
Coach all the members of your team, even the well trained ones, to help them achieve their best levels of performance.
Training
New employee training•spend a few hours or a few months orienting new employees, there is a cost•New Employee Orientation (NEO) can save money in the long run if you take the time to properly train new people.
Cross training employees•Cross training is training someone in another activity that is related to their current work. •It is good for managers, because it provides you more flexibility, It is good for the employees too.• It lets them learn new skills, makes them more valuable, and can combat worker boredom.
Learn at lunch•Learn at Lunch, is a program to help employees grow and advance.•Learn how to set one up so both the company and the employees benefit from it.
What’s more useful when it’s broken?
Coaching ….. is not
Giving advice
Pointing out
mistakes
Showing people how to complete
task
Face time
There is a big difference between meeting with people on a regular basis and couching them (WHAT’S COACHING)
Mentorship used
to bring out a perso
n’s potent
ial
help them
overcome
obstacles and
achieve
goals
Provide a
process of
discovery that uses their goals and
recent experien
ces to uncover
their path to success
This takes time and
patience to
reveal to
them what they
might not see
on their own.
Coaching (techniques)
Employee Coaching: When To Step In
Let people make mistakes if they are going to learn. The trick is knowing when to step in and when to hang
back and let them try on their own.
What Professional Baseball Can Teach Professional Managers
Generally the teams with the best managers make it to the playoffs and to the World Series. In business, too,
it is usually the best managed companies that succeed. Are you the best managed company in your market?
Performance Management Instead of Layoffs
It costs too much to leave an incompetent manager in place. If the employee won't request a return to a level
at which they were competent, the company must take action. Specific training can be part of this.
Coaching, An Essential Management Skill
One of the most important things we do as managers is coach our subordinates. One of the most important
skills you can develop as a manager is that of a good coach.
Employee Involvement
All the training we do
all the motivation we attempt
all that positive feedback
morale building
Increasing employee involvement.
How do you get your employees engaged and committed?
Biggest mistake is to ignore employees
slacking off, decreases satisfaction and motivation and you lose them.
Get people involved
Inspire & admire
Give freedom to think for themselves.
Don't be a micro-manager
a little breathing room they have, will make them more innovative and more committed
How to innovate?
How do you get your employees engaged and committed? (cont)
reduce turnover
increase employee retention
Give clear goals and honest feedback
Employee retention
give opportunity to grow & tackle new challenges
stimulates & make them think beyond just punching a time clock
delegate properly & don't just dump more work
Delegate don’t dump
whatIf employees are not involved
they just come to work to warm a seat
you won't get their best performance
If you don't get their best, everything they do will cost you more than it should have
a high error or rework rate.
an innovative new idea that they
didn't share
Whatever the
issue, it will cost you.
Management Skills for Developing Yourself
Level 3
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I want to improve???
Self Management
As a manager, you are good at assigning work to
your employees and coaching them through the
difficulties so they can produce their best work.
You know how to motivate them and discipline
them. You have built them into a team.
Do you stay focused
on the tasks
that are truly
important
and
not just urgent?
Do you do your job the best you are able?
are you as good at
managing yourself as you
are at managing others?
Rules of Self Management
10 things to do to be a better Manager
Select the best people
Be a motivator
Build Your Team
Be a Leader, Not Only a Manager
Improve as a Communicator
Get Better At Managing
Money
Get Better at Managing Time
Improve Yourself
Practice Ethical Management
“Knowledge grows when shared”Words to forget
I can’t
Impossible
I’ll try
I have to
Worried
Stressed
Words to remember
I can
Possible
I’ll
I want to
Interested
Motivated
Words to forget
Yes, but
Someday
Difficult
Problem
Hate
Should/could have
I understand
Today
Challenging
Opportunity
Love
Will do
In order to think confidently you must act confidently; don’t be afraid to:
Sit up front Make eye contact
Walk 25% faster Speak up when you have something to
say
Smile BIG
Time Management (Time never gets tired of running)
I am very busy. The second crisis comes in before the first has finished.
I don’t feel I have achieved anything this year.
I don’t have control on my life. Things pile one on top of the other.
I wish I have more than 24 hours per day so that I can get more things done.
The system overloads me with work. There is no time to breathe
20% people feel they're short of time. They feel so concerned that they them self find answers to Time Mgmt.
10% people feel they are short of time. They realize this and are keen to get help and see how they can improve Time Mgmt.
70% people feel they are not short of time. They don’t mindlistening to someone, and thentell this it’s all impractical.
Where Are You?
Guess what????
What gets wet when
drying?
Balance your life
Balance in Life is important
Recognize each aspect of life
I am not getting enough time
for family/personal life
because of Work
80% of day is spent at work
Family
Work
Health Finance
To Do list
Don’t use multi-tasking, when you can use chunking
Meeting management
Managers spend a lot of time in meetings and a lot of time running meetings. You have less control over meetings you attend than over the one you set up. Make sure you get the most out of your meetings.
Creating TO DO Lists
Your daily list of tasks Tasks that take you towards your goals One Sheet a Day Tasks with defined importance:
Q1: important and urgent: deadlines, fire fighting
Q2: important and not urgent: Planning, Holidays
Q3: urgent and not important: Interruptions, meetings
Q4: not important and not urgent: junk mail , time wasters
Interruptions
Intrusive interruptions: phone call, personal conversations
Non-intrusive interruptions: e-mail Have a no-interruption periods:
Closed door policy Phone off the hook Use non-intrusive interruptions Prioritize and don’t be reactive
Meetings
Be bold to request absence from the meetings that are not useful to you
Give feedback & suggestions to improve effectiveness
Pre-circulate agenda if you are in charge Don’t accept shoddy preparation for too long Worth spending time to create filing system-
soft & hard
Leadership skills
Level 4
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A Manager manages Complexities & Leader manages Change
Maintain status quo Monitor situation Allocate resources Communicate targets Measure the results Feedbacks on trends
Strategic thinker Look forward and
create vision Challenge Motivate Inspire & lead
Manager Leader
What Is
Leadership
an essential quality in a manager. It’s how you get
your team fired up & willing to follow plan.
a skill that can be learned
like any other skill
a skill that can be
improved with practice
Why is Leadership Necessary?
Directs a team towards a
common goal
Efficiency Motivation Builds team connection
What does Leadership provide?
Leadership
followed by choice
Goals attained in a timely
manner
A more organized work-
force
Traits of a good leader
Charismatic personality
Becoming a Good Leader
PlanBecome a Teacher
Delegate
Encourage Independent
Thinking
Build a Team
Set an Example
Share Credit with
Subordinates
Leadership is not
Magic
God’s gift
Push (to give orders)
Belittling
Bottom LineManagement is a skill that can be learned
improve as a manager by working every day to get better
Best of luck